Hiring a caterer for a corporate event

Food is what guests remember about an event — for good or bad. For a seminar, annual day, product launch or festive office party, a clear brief to the caterer prevents the classic problems: food running out, long queues, dishes arriving cold or dietary needs ignored.

Start with the basics

• Date, time and duration of the event
• Headcount — confirmed and expected, with a date by which you will give the final number
• Venue — your office, a hall, or outdoors; whether a kitchen or power supply is available

Menu and dietary needs

• Vegetarian, non-vegetarian or both, and whether Jain or no-onion-garlic options are needed
• Regional preferences of your guests
• Snacks and tea only, lunch, or a full dinner
• Ask for two or three menu options at different budgets and a tasting if the event is large

Service style

• Buffet — flexible and common; ask how many counters so queues stay short.
• Served meals — more formal, needs more staff.
• Packed meals — practical for seminars and training sessions.
• Live counters — popular, but need space and power.

Hygiene and quality

1. Ask about food safety practices and whether the caterer holds the required FSSAI registration or licence.
2. Ask where food is prepared and how it is transported and kept hot or cold.
3. Ask for references from similar corporate events.

Staff, equipment and setup

• Number of service staff and their dress
• Crockery (disposable or reusable), cutlery, tables, linen
• Setup and cleanup times, and waste disposal

Pricing and terms

• Price per plate, and what is included
• How the final count is billed if fewer or more guests come
• Advance, payment terms and GST invoice

Mistakes to avoid

• Giving the final headcount too late. Caterers plan quantities and staff from it. Agree a cut-off date and stick to it.
• Too few counters for the crowd. One buffet line for a hundred guests means a long queue and cold food. Ask how many counters and servers the caterer suggests for your number.
• Forgetting dietary labels. Label vegetarian, Jain and allergen-containing dishes clearly at the counter.
• Not checking the venue's rules. Some buildings restrict cooking, gas cylinders or timings. Confirm with the venue before finalising live counters.
• No plan for leftovers and waste. Decide in advance how surplus food and waste will be handled, and who is responsible for cleanup.

What to include in your enquiry

• Event type, date, time and venue location
• Expected headcount and final-confirmation date
• Meal type and dietary requirements
• Service style and whether staff and equipment are needed
• Budget per plate, if you have one

Find caterers in events, hospitality and catering, or post your requirement with your event details.